Showing results for 
Search instead for 
Did you mean: 
Advocate V
Advocate V

Approvals - Multiple Approvers - How to capture all their responses and comments?

I'd like to set up an approval which requires multiple approvers (where the approval must be approve by everyone). Couple questions:

  1. How do I capture their responses, response dates and comments in a SharePoint list if there are two or more approvers? I can't see any option for how to do that.
  2. If there are two approvers what happens if one person approves and the other rejects? I don't have a lot of time for R&D so I'm hoping someone can just tell me so I can just skip to setting up a flow of approvals instead of adding multiple people to one. 

Thanks for reading. 

Not applicable

Awesome, I would like to do that. How do I set that up? I know how to create a list, a choice column, and a referenced Managed Metadata. But I don't know how to connect the them or how to reference that in the "Assigned to" box. I also don't know how to output the data into a multi-line field you referenced. I am a little tech savvy, but not an IT professional; just so you know my level of experience.


@Anonymous wrote:

A good practice/test of what is being captured following the approval is to output every dynamic content option to a multi-line field somewhere until you're comfortable on what is being passed through.




Not applicable

To connect the list of approvers to your document library you just need a Flow that 'Gets items' from the approvers list and updates the current document if the approver fields are blank. I've had to put a delay into it to retry the update if the file is locked for editing (a simple 'Do until' action until the approver name is not empty).


For the 'Get Items' action to look at the approvers list, you would need to put a 'Filter Query' in the advanced options, for example:


Title eq 'Service Desk'


Logically thinking there might only be one entry in the list that has the name(s) of people who would be those approvers.


As for outputting all the captured 'Approval' information - simply create a new column (call it what you want) but specify it as a multi-line column. In the flow, after the approval, simply update/create a list entry with the multi-line field in it with all the Dynamic Content you want to see from the Approval action - you might see a lot of garbage, but it helps see the information coming out of the action. The only way is to test the flow run and expand the 'Approval' action - the data is all captured there too, but not so easy to read maybe - it's what your most comfortable in reading out examining really...



Not applicable

Hi @CP153319 


Could you be so kind to print the flow to set up this different approval based on the field "approval type"?  I've tried but it is not working....


thank you! 

Not applicable

Hello @Anonymous,

After getting the opportunity for some training from my database administrator, I am much clearer on this subject. The first thing we needed to do was to create custom columns as the above people suggested. 

In my test library, I created a column called "Edit Type" (in your case "Approval Type") and made it as a choice menu within the column options. I also created a column called "Approver" as my approvers change depending on the document.


What this did for me in the flow was create dynamic content which I could reference in my approvals.



I then went to my flow creation and started with a blank flow. I placed my trigger as "When a file is created or modified (properties only)". My IT person then suggested using a switch control; I entered the newly available dynamic content based on my columns called "Edit Type Value". I was then able to tell the flow which path to take, based on which choice someone made; in my case they could choose either minor or major update.



For the minor case1 I told to send me an email with the below format.


For the Major case 2, I told the flow to look at the approver column. If the Approver column was a certain file type, and fit another custom parameter (in this case contained a semicolon) then the flow select YES - which I then had it  start and wait for an approval. If those parameters were not met, it was to select NO and send me another email.



If neither of my specified cases fit the switch parameters, I just told the flow to send me an email.



My biggest confusion was how to set custom dynamic content, and the column creation does that for you. So if you create a column called "approval type", microsoft flow will automatically create dynamic content labelled "Approval Type" and "Approval Type Value". Then you can utilize it anywhere in that flow to reference that specific column for that specific Document library. 


You would have to create the custom column in each library where approvals are necessary.


I hope this helps you as much as it helped me!

Not applicable

Well done @Anonymous - looks and sounds like you've made some excellent progress, and learning new things as you go along. Keep going! Well done.

Not applicable

Hi @Anonymous   


thanks a lot!  After setting a specific parameter in my office 365 account and library that I was working on, the dinamic content "approval type value" was released and I could make it! 


your flow is very interesting and helpful for others uses .. I might use in the future!


thanks again for your spending your time!

Not applicable

@Anonymous @Anonymous Thanks both of you! I appreciate your feedback also!

Thank you Scott! this worked beautifully though i would like to make it look better. Also if you want the response to show up as soon as one of the approvers makes them you need to put the update action inside of the loop

Hi @v-xida-msft 

I'm in France and I trie to use your solution. My flow is OK but the formula doesn't work (tag <br>).



Maybe the version of Flow or formula isn't the same between US and France. 

Could you help me about this problem. 



Best regards




Not applicable

Bonjour Camille, ça va?

 When you say the formula doesn't work, do you mean the 'concat' function in the compose action? If so, try by deleting and carefully re-type the single quotes ' in the formula as these will often get replaced/changed to the wrong type of quote format that the application wont recognise.



Yep it's this formula : 


concat('Valideur : ',item()?['responder']?['displayName'],' - Commentaires : ',item()?['comments'],'<br>',variables('AllResponses'))


I think that it's the quot <br> wich wrong. The information "Responder" or "Comments" are OK but in my SharePoint list the comments dont appear like this : 



I tried to delete or shift the single quote ' but an error message appears saying that the formula is not valid

I tried all three forms of balise </br> <br> <br/> but none of them work like I want.

Not applicable

@CamilleB - I've checked a workflow of mine doing this previously and I found a simpler option that is clearer to understand. Instead of composing the responses all within the same expression line, I broke it down - the first one into HTML output, and the second to join them all together. The example below shows the correct formatting of the line break also - hope that helps!




The expression I'm using is:



Not applicable

Also note in the expression - the join is on the custom name from the previous 'Compose' action - ie: it is bespoke to what I've named the action - if that's not instantly clear what is going on? 😉


This is my flow (in french sorry), i repeat this 3 times because i have 3 approvers. 

So i tried your solution but i cannot because i have successive approval and i use string in the "Initialize the variable".




Not applicable

@CamilleB - thanks - are you saying you're repeating that loop 3 times? If there's a reason to do that, then thats fine, but in my Flow/Automate I've parsed all of the users email addresses into a variable, and used that variable in the approval. It's more efficient than running around the same task 3 times.


The names are little hard to understand, but I think I can get the action icons. I can't see what's inside the 'Do Until' loops, so it's hard to give an answer that will help I'm afraid. The one thing I can see that you're not doing is any kind of condition on approve or reject - is that lower through the Flow?


Sorry if this doesn't help much.

Can I copy and paste that cancate formula? Or to be do any modification?
Not applicable


How did you manage to not get the process interrupted because of 1 rejection. I have the same need to gather all responses but still get each person's approval regardless of one or more rejection? Thank you.

Advocate I
Advocate I

Regarding Multiple Approvers,  I am after assistance with the following:


I have created many forms that have a supporting Power Automate approval workflow. I know how to Get User Profile, Get Manager, etc. and have the form flow through the organisational structure.



1. I have forms that require multiple levels of Manager approval through to the General Manager. If I have a Approval Automation that requires three levels of approval and goes to a Manager to approve, then an Executive Manager, then the General Manager, how do I manage a flow that starts higher up the organisational chart? The automation wants to send to the next Manager, but the approval may have started higher up the Org chart and will send the approval multiple times to the GM.



User Submits Form - Goes to Manager - Goes to Exec Manager - Goes to GM.  This employee is 3 steps from the GM and the automation has 3 approval steps.  This works.


Manager Submits Form - Goes to their Manager (Exec Mgr), Goes to GM and then Goes to GM again.  This Manager is 2 steps from the GM, but the automation has 3 Start an Approval steps.


Thank you, Jeff

Not applicable

Awesome! Thank you so much for this solution! ❤️

Helpful resources


Update! June 13th, Community Ambassador Call for User Group Leaders and Super Users

Calling all Super Users & User Group Leaders   UPDATE:  We just wrapped up June's Community Ambassador monthly calls for Super Users and User Group Leaders. We had a fantastic call with lots of engagement. We are excited to share some highlights with you!    Big THANK YOU to our special guest Thomas Verhasselt, from the Copilot Studio Product Team for sharing how to use Power Platform Templates to achieve next generation growth.     A few key takeaways: Copilot Studio Cookbook Challenge:  Week 1 results are posted, Keep up the great work!Summer of Solutions:  Starting on Monday, June 17th. Just by providing solutions in the community, you can be entered to win tickets to Power Platform Community Conference.Super User Season 2: Coming SoonAll communities moving to the new platform end of July We also honored two different community members during the call, Mohamed Amine Mahmoudi and Markus Franz! We are thankful for both leaders' contributions and engagement with their respective communities. 🎉   Be sure to mark your calendars and register for the meeting on July 11th and stay up to date on all of the changes that are coming. Check out the Super User Forum boards for details.   We're excited to connect with you and continue building a stronger community together.   See you at the call!

Copilot Cookbook Challenge | Week 2 Results | Win Tickets to the Power Platform Conference

We are excited to announce the "The Copilot Cookbook Community Challenge is a great way to showcase your creativity and connect with others. Plus, you could win tickets to the Power Platform Community Conference in Las Vegas in September 2024 as an amazing bonus.   Two ways to enter: 1. Copilot Studio Cookbook Gallery: 2. Power Apps Copilot Cookbook Gallery:   There will be 5 chances to qualify for the final drawing: Early Bird Entries: March 1 - June 2Week 1: June 3 - June 9Week 2: June 10 - June 16Week 3: June 17 - June 23Week 4: June 24 - June 30     At the end of each week, we will draw 5 random names from every user who has posted a qualifying Copilot Studio template, sample or demo in the Copilot Studio Cookbook or a qualifying Power Apps Copilot sample or demo in the Power Apps Copilot Cookbook. Users who are not drawn in a given week will be added to the pool for the next week. Users can qualify more than once, but no more than once per week. Four winners will be drawn at random from the total qualifying entrants. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once. If they are drawn multiple times, another user will be drawn at random. Prizes:  One Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value, does not include travel, lodging, or any other expenses) Winners are also eligible to do a 10-minute presentation of their demo or solution in a community solutions showcase at the event. To qualify for the drawing, templates, samples or demos must be related to Copilot Studio or a Copilot feature of Power Apps, Power Automate, or Power Pages, and must demonstrate or solve a complete unique and useful business or technical problem. Power Automate and Power Pagers posts should be added to the Power Apps Cookbook. Final determination of qualifying entries is at the sole discretion of Microsoft. Weekly updates and the Final random winners will be posted in the News & Announcements section in the communities on July 29th, 2024. Did you submit entries early?  Early Bird Entries March 1 - June 2:  If you posted something in the "early bird" time frame complete this form: if you would like to be entered in the challenge.   Week 1 Results:  Congratulations to the Week 1 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1.  @Mathieu_Paris 1.   @SpongYe 2.  @Dhanush 2.   @Deenuji 3.  n/a3.   @Nived_Nambiar  4.  n/a4.   @ManishSolanki 5.  n/a5.    n/a   Week 2 Results:  Congratulations to the Week 2 qualifiers, you are being entered in the random drawing that will take place at the end of the challenge. Copilot Cookbook Gallery:Power Apps Cookbook Gallery:1. Kasun_Pathirana1. ManishSolanki2. cloudatica2. madlad3. n/a3. SpongYe4. n/a4. n/a5. n/a5. n/a

Win free tickets to the Power Platform Conference | Summer of Solutions

We are excited to announce the Summer of Solutions Challenge!    This challenge is kicking off on Monday, June 17th and will run for (4) weeks.  The challenge is open to all Power Platform (Power Apps, Power Automate, Copilot Studio & Power Pages) community members. We invite you to participate in a quest to provide solutions to as many questions as you can. Answers can be provided in all the communities.    Entry Period: This Challenge will consist of four weekly Entry Periods as follows (each an “Entry Period”)   - 12:00 a.m. PT on June 17, 2024 – 11:59 p.m. PT on June 23, 2024 - 12:00 a.m. PT on June 24, 2024 – 11:59 p.m. PT on June 30, 2024 - 12:00 a.m. PT on July 1, 2024 – 11:59 p.m. PT on July 7, 2024 - 12:00 a.m. PT on July 8, 2024 – 11:59 p.m. PT on July 14, 2024   Entries will be eligible for the Entry Period in which they are received and will not carryover to subsequent weekly entry periods.  You must enter into each weekly Entry Period separately.   How to Enter: We invite you to participate in a quest to provide "Accepted Solutions" to as many questions as you can. Answers can be provided in all the communities. Users must provide a solution which can be an “Accepted Solution” in the Forums in all of the communities and there are no limits to the number of “Accepted Solutions” that a member can provide for entries in this challenge, but each entry must be substantially unique and different.    Winner Selection and Prizes: At the end of each week, we will list the top ten (10) Community users which will consist of: 5 Community Members & 5 Super Users and they will advance to the final drawing. We will post each week in the News & Announcements the top 10 Solution providers.  At the end of the challenge, we will add all of the top 10 weekly names and enter them into a random drawing.  Then we will randomly select ten (10) winners (5 Community Members & 5 Super Users) from among all eligible entrants received across all weekly Entry Periods to receive the prize listed below. If a winner declines, we will draw again at random for the next winner.  A user will only be able to win once overall. If they are drawn multiple times, another user will be drawn at random.  Individuals will be contacted before the announcement with the opportunity to claim or deny the prize.  Once all of the winners have been notified, we will post in the News & Announcements of each community with the list of winners.   Each winner will receive one (1) Pass to the Power Platform Conference in Las Vegas, Sep. 18-20, 2024 ($1800 value). NOTE: Prize is for conference attendance only and any other costs such as airfare, lodging, transportation, and food are the sole responsibility of the winner. Tickets are not transferable to any other party or to next year’s event.   ** PLEASE SEE THE ATTACHED RULES for this CHALLENGE**

Celebrating the June Super User of the Month: Markus Franz

Markus Franz is a phenomenal contributor to the Power Apps Community. Super Users like Markus inspire others through their example, encouragement, and active participation.    The Why: "I do this to help others achieve what they are trying to do. As a total beginner back then without IT background I know how overwhelming things can be, so I decided to jump in and help others. I also do this to keep progressing and learning myself." Thank you, Markus Franz, for your outstanding work! Keep inspiring others and making a difference in the community! 🎉  Keep up the fantastic work! 👏👏 Markus Franz | LinkedIn  Power Apps: mmbr1606  

Your Moment to Shine: 2024 PPCC’s Got Power Awards Show

For the third year, we invite you, our talented community members, to participate in the grand 2024 Power Platform Community Conference's Got Power Awards. This event is your opportunity to showcase solutions that make a significant business impact, highlight extensive use of Power Platform products, demonstrate good governance, or tell an inspirational story. Share your success stories, inspire your peers, and show off some hidden talents.  This is your time to shine and bring your creations into the spotlight!  Make your mark, inspire others and leave a lasting impression. Sign up today for a chance to showcase your solution and win the coveted 2024 PPCC’s Got Power Award. This year we have three categories for you to participate in: Technical Solution Demo, Storytelling, and Hidden Talent.      The Technical solution demo category showcases your applications, automated workflows, copilot agentic experiences, web pages, AI capabilities, dashboards, and/or more. We want to see your most impactful Power Platform solutions!  The Storytelling category is where you can share your inspiring story, and the Hidden Talent category is where your talents (such as singing, dancing, jump roping, etc.) can shine! Submission Details:  Fill out the submission form by July 12th with details and a 2–5-minute video showcasing your Solution impact. (Please let us know you're coming to PPCC, too!)After review by a panel of Microsoft judges, the top storytellers will be invited to present a virtual demo presentation to the judges during early August. You’ll be notified soon after if you have been selected as a finalist to share your story live at PPCC’s Got Power!  The live show will feature the solution demos and storytelling talents of the top contestants, winner announcements, and the opportunity to network with your community.  It's not just a showcase for technical talent and storytelling showmanship, show it's a golden opportunity to make connections and celebrate our Community together! Let's make this a memorable event! See you there!   Mark your calendars! Date and Time: Thursday, Sept 19th Location: PPCC24 at the MGM Grand, Las Vegas, NV 

Tuesday Tip | Accepting Solutions

It's time for another TUESDAY TIPS, your weekly connection with the most insightful tips and tricks that empower both newcomers and veterans in the Power Platform Community! Every Tuesday, we bring you a curated selection of the finest advice, distilled from the resources and tools in the Community. Whether you’re a seasoned member or just getting started, Tuesday Tips are the perfect compass guiding you across the dynamic landscape of the Power Platform Community.   To enhance our collaborative environment, it's important to acknowledge when your question has been answered satisfactorily. Here's a quick guide on how to accept a solution to your questions: Find the Helpful Reply: Navigate to the reply that has effectively answered your question.Accept as Solution: Look for the "Accept as Solution" button or link, usually located at the bottom of the reply.Confirm Your Selection: Clicking this button may prompt you for confirmation. Go ahead and confirm that this is indeed the solution.Acknowledgment: Once accepted, the reply will be highlighted, and the original post will be marked as "Solved". This helps other community members find the same solution quickly. By marking a reply as an accepted solution, you not only thank the person who helped you but also make it easier for others with similar questions to find answers. Let's continue to support each other by recognizing helpful contributions. 

Users online (4,259)